1 |
StepsAuthority for Approving PCA. |
Responsible PartyTreasurer |
Template/Guideline |
Explanatory NotesThis delegation provides the flexibility for a specific project requirement that cannot be met by the normal banking arrangement. However, this delegation also demands accountability of the CO that issues PCAs to ensure timely closure of the PCAs 30 days (one month from the date the advance was issued. |
2 |
StepsRetains the authority to approve any single PCA higher than $25,000 based on the CO's request. The key considerations in approving such requests are:
|
Responsible PartyTreasurer |
Template/Guideline |
Explanatory NotesCaution: Failure to timely and accurately reverse PCA, record the expenses, and reconcile GL PCA Account 16108 may lead to inaccurate valuation in the financial statements. |
3 |
StepsPCA Custodian Appointment |
Responsible Party
|
Template/Guideline |
Explanatory NotesFollowing Appointment criteria apply: |
4 |
StepsPhysical Security for PCA |
Responsible Party
|
Template/Guideline |
Explanatory NotesDRR(P) is responsible for the security assessment at project activity site and PCA Custodian appointment. |
5 |
StepsIssuance and Encashment of the PCA Cheque |
Responsible Party
|
Template/Guideline |
Explanatory Notes |
6 |
StepsRaise an Invoice to the Custodian/supplier as type “prepayment” set up as a “temporary Prepayment” by checking off the flag “Allow prepayment application” with proper supporting documents |
Responsible Party |
Template/Guideline |
Explanatory Notes |
7 |
StepsPayment will be processed by GSSC. |
Responsible Party |
Template/Guideline |
Explanatory Notes |
8 |
StepsWithdraw the cash and safekeeps the advanced cash until completing the final disbursements and accounting |
Responsible Party
|
Template/Guideline |
Explanatory NotesThe PCA Custodian is responsible for safekeeping of PCA between the time of receipt of cash and final disbursements of the cash (if the third party provider is not used for transporting and distributing the cash) as well as any unused cash advance until the amount is returned to DRR (O) |
9 |
StepsDisbursing PCA Maintain invoices and receipts for purchases |
Responsible Party
|
Template/Guideline |
Explanatory Notes |
10 |
StepsMaintain the PCA Pay List including the beneficiary name, organization affiliation (if applicable), phone ID name and number, and amount of the cash disbursement |
Responsible Party
|
Template/Guideline |
Explanatory Notes |
11 |
StepsVerify validity of the identification before making cash disbursement to each intended recipient. |
Responsible Party
|
Template/Guideline |
Explanatory Notes |
12 |
StepsCollect the signature from each recipient acknowledging the receipt of payment from UNDP |
Responsible Party
|
Template/Guideline |
Explanatory Notes |
13 |
StepsCalculate the total for all disbursements made and determine the unused balance for PCA |
Responsible Party
|
Template/Guideline |
Explanatory Notes |
14 |
StepsSubmit the PCA Pay List, invoice/receipts, along with unused PCA balance, if any, to DRR(O) immediately upon completion of the activity |
Responsible PartyPCA |
Template/Guideline |
Explanatory Notes |
15 |
StepsInternal Controls for PCA |
Responsible Party
|
Template/Guideline |
Explanatory NotesSeparation of duties must be maintained at all times for PCA request, PCA approval, AP non-PO Invoice creation and approval, and issuance of PCA |
16 |
StepsMaintain the Pay List with supporting documents |
Responsible Party
|
Template/Guideline |
Explanatory NotesThis will include records to identify who was paid, for example by retaining copies of identification of the beneficiaries |
17 |
StepsSubmit all invoices and receipts to the DRR(O) |
Responsible Party
|
Template/Guideline |
Explanatory Notes |
18 |
StepsSubmit the final accounting 30 days after the advance has been issued, including returning the unused PCA cash balance and documents listed in 2 and 3 above to DRR(O). |
Responsible Party
|
Template/Guideline |
Explanatory Notes |
19 |
StepsReviews steps above and ascertain if the PCA is disbursed according to the procedures and is fully accounted for and proceed to perform the closure accounting entries. |
Responsible Party
|
Template/Guideline |
Explanatory NotesThe review should include phone calls to beneficiaries selected randomly to verify the actual payments |
20 |
StepsUse the PCA Status Monitor (Annex 6) to ensure that all onetime project activities concluded by 23rd do not have outstanding PCAs at the last day of the month |
Responsible Party
|
Template/Guideline |
Explanatory Notes |
21 |
StepsReview the PCA Status and Monitor at each month end. |
Responsible PartyOperations Manager |
Template/Guideline |
Explanatory NotesTips: The Operations Manager must assign one Finance Associate the responsibility to monitor all PCAs issued and ensure proper actions listed above take place within the required timeline. Caution: All PCAs are to be fully closed and accounted 30 days after the advance has been issued. This is very important to the fair and accurate presentation of a) UNDP financial position and operating results (reflected in the Balance Sheet and Income Statement Accounts) and b) UNDP’s project delivery status and balance for donor reporting under IPSAS at all times. N.B.: FX gain/loss adjustment entries are monitored by GSSC Cash Management team on a monthly basis
|
22 |
StepsReconciling Outstanding PCA Balance with GL Balance for PCA |
Responsible Party
|
Template/Guideline |
Explanatory NotesCaution: pay attention to the currency in GL. Reconciliation is to be done for the currency for which the PCA is issued. Typically, this means local currency for majority of the PCAs |
23 |
StepsRun AAA report for GL Account 16108 for the last date of each month |
Responsible Party
|
Template/Guideline |
Explanatory Notes |
24 |
StepsReviews and confirm that the balance in GL Account 16108 represents the outstanding PCAs that have not concluded as of the 23rd of each month |
Responsible Party
|
Template/Guideline |
Explanatory Notes |
25 |
StepsReview the reconciliation completed by the assigned Finance Associate. If there any concerns for unclosed PCAs, he/she must take appropriate actions to ensure the internal controls for PCA are followed |
Responsible PartyOperations Manager |
Template/Guideline |
Explanatory Notes |
26 |
StepsPrepare, at each quarter-end or at each UNDP financial closure date, the PCA Reconciliation Schedule |
Responsible Party
|
Template/Guideline |
Explanatory NotesAnnex 7: PCA Reconciliation Schedule
|
27 |
StepsReview and certify the PCA Reconciliation Schedule |
Responsible PartyOperations Manager |
Template/Guideline |
Explanatory NotesCaution: The above steps are critically important to ensure UNDP cash advances are accounted for timely and accurately |
28 |
StepsEnsure routine monitoring of GL Account 16108 for data quality and completeness |
Responsible PartyHead of Office |
Template/Guideline |
Explanatory Notes |